Change of learner name

Overview

Process automation helps you reduce the amount of administrative effort in managing learners and helps you ensure compliance.

The change of learner name process automation automates the tasks associated with the change of a learner's name to eliminate the possibility of errors in re-keying and reduces the associated administrative effort in updating the relevant areas of the system. The following details can be amended with this tracker: Title, First Name, Middle Name and Last Name. The automation also includes an approval process that involves an administrator reviewing the learner request. This ensures that you have complete control over changes made to your learners' data.

Please note that this process automation can be raised by:

• Learners themselves
• Any Administrator with access to the Learner with the role 'Process Automation Tracker (Create)'

Configuration

The change of learner name process automation can be turned on or off at the tenant level. This provides administrators with complete control over this feature.

By default, this configuration is set to OFF. Administrators with the Manage Tenant Settings permission can navigate to Settings>General to configure their process automation tracker settings. For more information, see: Configure Process Automation settings for your tenant.

Workflow

The following steps describe the workflow for the change of learner name process automation.

• The learner initiates a change of name request via Account settings > About you > Name > Edit
  • NOTE - Tutors can also initiate this tracker by navigating to the Learner Details > Profile and following the same steps below 

• The learner can amend the following fields: Title, First name, Middle name, Last name, Is this a legal name change? (Defaulted to Yes), Please upload supporting documentation (only visible if this is a legal name change and one file is allowed to be attached of the following supported types: .doc, .docx, .pdf, .jpeg, .jpg, .txt, .odt, .msg, .xls, .xlsx, .ods)

• Once fields are edited and 'Request Change' has been selected the learner will need to confirm the changes are correct and they wish to continue by selecting the 'Yes' option. 

• A tracker is created as a result of the change of name request. The tracker contains the details submitted by the learner and enables an administrator to view the request.
• The tracker created will have the following properties:
  • Status - New
  • Assignee - No Assignee
  • Description - Request to change name

• The name's 'Edit' option will be hidden from Account settings > About you for the learner and the Learner Details > Profile for the Tutor.  This is to restrict creating another instance of the Change of name tracker while there is one currently in progress. 
  • Instead a 'Pending Address Changes' label is shown. 
• If supporting documents have been uploaded as part of the request the file will appear in the Learner Documents with a title of 'Change name request evidence'.
  • The document is visible to both learner and tutor
  • Document description can be edited by the learner and tutor (with the 'Delete user documents' role)
  • Document can be deleted by the learner and tutor (with 'Delete user documents' role)
• The administrator views the tracker. The administrator can use the Tracker option to search for the change of name type. To edit the tracker, the administrator must click Edit.
  • Supporting documents will be shown in the learner's documents and within the 'Edit Tracker' form allowing an informed decision to be made. 
• At this stage, the status of the tracker is new. The administrator updates the status of the tracker, and sets it to approved or rejected, and clicks Save.
• The learner is notified about the approval/rejection of the request. 
  
  • In case the tracker is rejected, the status of the tracker is set to rejected. No requested changes are applied to the learner's name. 
    • The learner and tutor will receive a 'Tracker Rejected' notification authored by the Administrator who actioned the Tracker rejection. 
    • Supporting documents, if provided will remain in the learners documents list. 
• In case the tracker is approved, the status of the tracker is set to closed.
  • This approval results in:
    • Updates the learner name throughout the platform
      • Associated ILR fields: Given Names and Family Name 
    • Notifies the learner and tracker assignee that the name change request has been approved.
      • The learner will receive a 'Tracker Accepted' notification (authored by the Administrator who actioned the tracker approval)
      • Tracker assignee will receive a 'Tracker Updated' notification, in the case whereby the tracker has been approved by another Administrator. 
    • Compliance documents are regenerated automatically to reflect the change, resetting all signatures (or creating the first instance, if have not been created for the learner previously) for the following types:
      • Apprenticeship agreement 
      • Commitment statement 
      • Written agreement 
      • Training plan 
      • Creates a reminder to the employer, learner and provider that these new documents need signing. All users will receive a signature required notification authored by the Administrator who actioned the tracker approval. 
    • Creates a reminder to ensure the Administrators update any awarding organisations where appropriate on this change. 
      • This is completed through a new 'Awarding Organisation Notification' tracker being created for the learner. This will occur when the learner has at least one Qualification record in 'Registered' status (linked to their current programme). This tracker will have the following properties:
        • Status - New
        • Type - Awarding Organisation Notification 
        • Description - Originated from Change of Name Tracker Description
        • Assignee - No Assignee
    • Creates a reminder to administrators that learners ILR needs to be revisited via a ILR tracker is automatically created if all of the following conditions are met:
      • First Name or Last Name was changed
      • ILR token is enabled for the programme
      • ILR episode status is 'Newly submitted' or higher for the learner
      • Change of Name tracker approver does not have the 'ILR QA' role
      • This tracker will have the following properties:
        • • Status - New
          • Type - ILR
          • Exclude from ILR batch:
            • Yes, if the default state of ILR tracker > exclude from ILR option is selected in the ILR token in the account programme. 
            • No - if above is false. 
          • Description - First name changed to [new first name] OR Surname changed to [new surname]
          • Assignee - No Assignee
      • Updates ILR status for the programme to 'Pending' if the above-mentioned ILR tracker was raised with 'Exclude from ILR batch: Yes'
        • To resolve this 'pending' status, Administrators should update all trackers of ILR type created for this learner - either setting ILR trackers status to 'Closed' or unticking the 'Exclude from ILR batch' option. 
    • If the the epaPRO is enabled AND the first name and/or last name have been updated as part of this tracker being processed, these changes will be respectively reflected in the epaPRO platform for the selected learner. 
• The Change of Address tracker allows Tutors to read through the changes made to the Tracker. The History section reflects the actions taken and tracker properties that have been changed.